Applies to: Deal Administrators
You may need to have a copy of your deal for reference or regulatory compliance purposes. You can order an archive copy of your deal that provides a snapshot of your deal at the time of ordering from a selected person’s viewpoint. Archives can be ordered for live deals. Archives are available in downloadable ZIP format or on physical media (USB or hard drive).
Note: There may be a cost for ordering an archive. Contact your Intralinks sales representative for more information.
Video - How to archive a Deal in DealCentre AI
Watch this tutorial for instructions on how to order an archive for a live deal. View outlined steps below.
How to order an archive
Order an archive
-
Display the deal you want to work with.
If you are viewing another deal, click the DealCentre AI icon
in the upper left corner of the screen to display the deals list. Select the deal you want.
- Click the Close icon
on the left side of the screen.
- Select the Order Archive tab.
- Select the archive type you want: Downloadable Archive or USB/Hard Drive Archive. Recipients of downloadable archives will receive an email with a link allowing them to download a ZIP file containing the archive. If you order the archive on a USB or hard drive, the ZIP file will be delivered on a USB drive unless it is vey large, in which case it will be delivered on a hard drive.
- In the Audit Information section, select whether you want a data only or compliance archive. Both data and compliance archives contain a replica of the deal's folders and files from the selected person's viewpoint. In addition, compliance archives contain reporting that gives you a full audit trail for the deal.
- In the Include Files and Folders That Are Visible To field, select the viewpoint from which to generate the archive. This determines which files are included in the archive.
- In the Recipients field, select who should receive the archive. Only users within the deal are eligible to receive an archive. An email alert will be sent to the recipients letting them know that an archive has been ordered. An additional email alert will be sent when the archive is ready to download.
- If you ordered a USB/hard drive archive, enter shipping information for the recipient of the archive.
- Click Continue to Review.
- Agree to terms and conditions by clicking I have read and agree to Intralinks' Terms and Conditions for purchasing Archive copies of Deals. Note to ensure the integrity of your deal, do not make changes to the deal until you have received the archive and verified its contents.
- Click Place Order.
Download an archive
When the archive is ready, the archive recipients will receive an email and an in-app notification that has a link to the download and the password needed to access the download.
- From within the email alert, click Download Archive.
- Click Download Archive to download the ZIP file. The archive contains the following files and folders:
- Files and folders - Contains the files and folders that the selected viewpoint can see.
- Report - This report details document activity across selected groups.
- Confirmation letter - The index confirmation letter shows information about from where the archive was generated including the name of the deal, the deal ID, the viewpoint from which the archive was generated, and when the deal was last modified.
- Index - Lists the files and folders, their index numbers and their folder path.
Open an archive
If your archive contains folder paths that are longer than 230 characters, portions of the folder path are substituted with ellipsis (...). For more information, see Long folder names in archive downloads.
. The archive index file shows the original file name and folder path and the updated name and folder path.
- Select one of the following options:
- On Windows, right click on the ZIP file and click Extract All.
- On a Macintosh, double click the ZIP file.
- Enter the password as specified in the email alert. You can now interact with the contents of the archive folder.
| Windows Example |
| Mac OS Example |
Long folder names in archive downloads
Some folder names in the archive may appear shortened when the full folder path exceeds 230 characters.
When this happens, part of the folder name is shortened so the path length stays within the supported limit.
The following example shows how a long folder name may appear in the archive.
Original folder path
Documents/ Financial Reports/Quarterly Results 2023/Regional Analysis and Performance Review.xlsx
Folder path in the archive
Documents/Financial Reports/Quarterly Res...Performance Review.xlsx.
Note:
- The ellipsis (...) indicates that part of the folder name was shortened.
- Files are not removed from the archive.
- File extensions remain unchanged.
- The folder structure remains the same.